Debra - here's a generic version of how we answered that question. Our application was several years ago, before the 1023 was modified, but I don't believe this question changed. We created it as a Word document and attached to the application.
I don't knolw - from the IRS standpoint - if it's a bit too long or just right, but it was sufficient to be accepted.
(P.S. Having formating issues, but hopefully you can read it.)
Part IV Narrative of Activities
The purpose of the {school} Parent-Teacher Organization (PTO) is to support the school and its students by coordinating volunteers, enhancing the quality of education provided, and to supplement existing programs and services. The key activities of the organization are to:
1. Coordinate volunteer participation to support school programs. This includes matching volunteers to school needs such as: mentoring students, relieving teachers during one-on-one testing, staffing activities such as "Track and Field" and the school Book Fairs, and chaperoning field trips. This is an on-going activity by all members of the PTO, but specifically directed by the Volunteer Committee. It is the most important activity and accounts for 30% of the organization’s effort.
2. Host extra-curricular activities that support family involvement. These will include activities such as "Breakfast with Santa", reading seminars, Family Skate Night, Parents' Night out. They may be held sporadically throughout the year and shall be coordinated by an Ad Hoc committee or by the Executive Board. This category accounts for approximately 25% of our effort. Activities are funded with donations, admission charges, and moneys raised from fundraisers.
3. Support school activities and increase school spirit. Will include the selection and sale of a school T-shirt, publishing a school directory, coordinating teacher appreciation events, promoting PTO membership, supporting/rewarding student activities. This activity will occur constantly throughout the year. Everyone on the PTO Executive Board is involved to some degree. It accounts for approximately 20% of our efforts.
4. Raise funds for supplemental services, equipment, and supplies. Depending on the goals for the year, the PTO may plan up to two major fund-raisers per year. One is usually a sales activity of items such as wrapping paper, candy, gift items, cookie dough, etc. The other is some sort of family event, like a school carnival. The funds will be used to purchase school computers and software, pay for educational enrichment programs, cover the cost of events such as "Track and Field", assist with teacher supplies and training, and provide equipment for music and P.E. classes. The fall fundraiser will last for about 3-4 weeks, with the primary PTO effort involved in kicking off the program, reconciling the funds, and distributing the product. This is handled by the Fundraising Committee. The spring fundraiser will typically be an event held in April, which will require more planning and many more volunteers. There are also some less interactive fundraising activities, such as the collection and redemption of General Mills BoxTops. Fundraising is expected to occupy approximately 20% of the PTO's time.
5. Support the school administration. PTO officers participate in plans for the Campus Management Plan, safety programs, testing schedules, and technology initiatives. While the PTO does not set policy, it supports these efforts and provides feedback and assistance as requested. These activities occur sporadically throughout the year, generally involving the President and/or key officers. This is expected to occupy 5% of the PTO effort. No funds are required.
All activities are conducted during the school year in {city}, {state}.
